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Job Sheet Template

A job sheet records one visit: the work requested, the work carried out, time on site, materials used and a signature on that record. Fill it in below and save it as a PDF, free with no sign-up. It is also the job sign off sheet.
Blake Folgado, Co-founder, TradehandLast updated

Fill in your job sheet

Company
Customer
Visit
Work
Materials
Sign-off

Job sheet

Company

Company name
Company address
Date
Job reference

Customer

Customer name
Customer address
Phone
Email

Visit

Arrival
Departure
Total hours
Travel time

Work

Work requested
Work carried out

Materials

Item or part number
Quantity
Notes
Item or part number
Quantity
Notes
Item or part number
Quantity
Notes
Additional work identified

Sign-off

Customer name (print)
Tradesperson name
Customer signature
Tradesperson signature
First page of the Job Sheet Template PDF rendered by Tradehand
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What is it?

A job sheet is the on-site record of one visit. This PDF has boxes for the job reference, the customer, arrival and departure, work requested, work carried out, materials, extra work for a separate quote, and a sign-off. Keep it with the invoice. It is not an invoice, a receipt or a certificate.

About this template

Fill the sheet in on the visit. It records the work requested, the work carried out, the time on site and the materials used, so the invoice can be written under the quote or terms already agreed. The signature line records that the customer was shown that completed sheet.

When to use

  • On a visit you will invoice from the time or the materials
  • On each day of a job that runs over more than one day
  • When you find extra work that needs its own quote
  • When you want the visit written down before you leave

Tips

  1. 1Complete the sheet on site. The times and part numbers are what the invoice gets wrong when they are reconstructed later
  2. 2Write each material down when you use it, including the part number the sheet asks for
  3. 3The additional-work box is a note that a separate quote will follow. The signature is not permission to start that extra work
  4. 4Ask the customer to sign the completed sheet and print their name
  5. 5Keep each sheet with the invoice for that job reference

Filled example

This example uses only the boxes printed on the PDF. It is fictional and has no customer name, address, phone or email.

Job reference EX-01. Work requested: kitchen tap dripping. Work carried out: replaced the kitchen mixer cartridge, ran the tap and checked the connection for leaks. Arrival 09:10, departure 10:00. Total hours: 50 minutes working on the job. What you bill is the time agreed with the customer, which may be different. Travel time is not recorded in this fictional example. Materials: mixer cartridge, quantity 1, notes "existing tap". Additional work identified: waste trap weeping, separate quote to follow.

The customer prints their name and signs the completed sheet. The tradesperson signs and dates it.

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Frequently asked questions

Can I fill in a job sheet online?

Yes. Fill in the job sheet on this page on your phone or computer, then save it as a PDF. It needs no sign-up and no email, and nothing is sent anywhere.

Is this job sheet template free?

Yes. There is no charge. Filling in the sheet on this page and saving it needs no email address. Print a copy for the van and give the customer a copy of the completed sheet.

Is a job sign off sheet the same as a job sheet?

On this PDF, yes. The visit record and the sign-off are in the same PDF, with the sign-off following the visit record. The customer signs after the work, times and materials, against those details.

Why do tradespeople need job sheets?

The sheet is the visit you look back at when you write the invoice, under the quote or terms already agreed. On time-and-materials work those hours and materials are the figures you price. On a fixed-price job they show what the visit involved. They do not add every recorded hour or item to the bill on their own. Extra work stays in its own box.

What is the difference between a job sheet and an invoice?

The job sheet is filled in on the visit. The invoice is the payment request you send afterwards, under the quote or terms you agreed. Use the sheet as the record of the visit, not as an automatic extra charge.

Should I use paper or digital job sheets?

The sheet comes as a paper PDF, filled in on this page or by hand on the job. A digital record helps when you need to search old visits, as long as it holds the same details.

Do customers have to sign the job sheet?

The PDF has a signature line. Ask the customer to sign the completed sheet and print their name before you leave. If they will not, note that on the sheet. The signature shows they were shown this record of the visit.

How long should I keep job sheets for?

Keep the sheet with the invoice for that job. Sole traders and business partners must keep business records for at least 5 years after the 31 January submission deadline of the relevant tax year. Limited companies follow a different rule. The job sheet is the visit note behind the invoice.

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